Purchasing in Microsoft Dynamics SL 6.5

Course 8551: One day; Instructor-Led

Introduction
The Microsoft DynamicsT SL Purchasing course explores the details for the Purchasing module from how to enter simple purchase orders with only three pieces of information: vendor ID, inventory item ID, and quantity to everything else ( including unit cost, unit of measure, and account/sub-account information, based on your business rules.

Learn to make informed decisions using a variety of reports that help you negotiate the best prices by understanding what products and services your company needs, the right time to order them, and the best vendors.

Use the automatic vouchering process to create accounts payable vouchers and update inventory immediately, rather than when the vendor invoice arrives. Create a receipt with just the PO Number from a packing slip.

When entering receipts track open orders, override unit costs, and receive quantities larger than original orders. This class discusses topics such as how units of measure, which can differ from an item's stock unit, are automatically converted on receipt to stock unit measures, to update inventory accurately.

We discuss how to use the indicators on PO line items to indicate whether items are for internal use, such as office supplies, or for inventory, such as resale or production items.

Audience
Purchasing training is recommended for anyone who plans to implement, use, maintain, consult, or support Microsoft Dynamics SL. The class is targeted toward data entry clerks, administrators, office managers, CEOs, and consultants who need to understand the technical aspects of Purchasing and gain foundational knowledge of the application functionality.

At Course Completion
After completing this course, students will be able to:

• Enter Purchase Orders, Receipts and Returns

• Use inquiry windows and reports to extract appropriate information for business processes

• Enter Landed Costs at the time you enter the receipt of inventory

• Enter Landed Costs after the items have been received

• Close the Purchasing module

• Define set up options for the module that allow you to customize your system to better fit your organization's unique needs

Prerequisites
Before attending this course, students must have:

• General knowledge of Microsoft® Windows®.

• Knowledge of basic navigation functions in Microsoft Dynamics SL

• Completion of General Ledger and/or Accounts Payable, training course required

Microsoft Certified Professional Exams
This course helps you prepare for the following Microsoft Certified Professional exams:

• Microsoft Dynamics SL Inventory and Order Processing

Course Materials
The student courseware includes a comprehensive workbook.

Course Outline
Chapter 1: Overview

This overview chapter introduces you to the Purchasing module of the Microsoft Dynamics SL product and training course, and the windows and processes that are used to complete the accounting cycle in Purchasing.

Also, it is important to note that this chapter is optional and can be skipped at the instructor's discretion if the instructor feels that each student's background provides sufficient experience in these topic areas.

Main Topics

• Course Description

• Module Overview

• Process Flow

• Other Features

After completing this chapter, students will be able to:

• Understand the goals of this course.

• See how the Purchasing module fits into the suite of available modules for the Dynamics SL system.

• Follow the flow of transactions through Purchasing.

Chapter 2: Active Overview

This chapter examines the core processes that are used in the Purchasing module. We introduce each step in the accounting cycle, briefly discuss its purpose and primary features, and focus on its function in the accounting cycle. Please note that this chapter is not intended to provide you with a detailed primer on each of these topics.

This chapter is optional and can be skipped at the instructor's discretion if the instructor feels that each student's background provides sufficient experience in these topic areas.

Main Topics

• Procedures for Processing Purchase Orders

• Processing Orders - Step by Step

After completing this chapter, students will be able to:

• Understand the flow of Purchasing transactions.

• Understand the process of entering Purchase Orders.

• Receive goods.

Chapter 3: Creating Purchase Orders

This chapter examines the process of entering purchase orders. We discuss the types of purchase orders available and the steps for processing each of the different types. You also print purchase orders in this chapter.

Main Topics

• Procedures for Creating Regular Orders

• Procedures for Creating Drop-Ship Orders

• Procedures for Creating Blanket Orders

• Procedures for Creating Standard Orders

• Purchase Order Window

• Reports

Labs:

• Enter a purchase order to restock inventory quantity

• Create a Drop Ship order to ship quantity from a vendor directly to a customer

• Create a blanket order to take advantage of special pricing

• Create a quote to request prices from several vendors

• Create an order against a blanket order to request shipment of goods

• Convert a quote into an actual purchase order

• Print all or selected purchase orders

• Create a change order to track adjustments to a purchase order

After completing this chapter, students will be able to:

• Understand the various types of purchase orders and when purchase orders are used.

• Understand the procedure used to enter purchase orders into the Purchasing module.

• Understand purchase order header, detail, and shipping information.

• Print Purchase Orders.

• Understand the status reports available for purchase orders.

Chapter 4: Inventory and Receipts

This chapter discusses the concepts of entering receipts against purchase orders and returning goods to vendors. We discuss the updates made to the modules that integrate with Purchasing when receipts are entered and the process for creating automatic vouchers and adjustments for Accounts Payable.

Main Topics

• Procedures for entering regular receipts

• Procedures for entering returns

• Reporting

Labs:

• Enter a receipt in Purchasing and automatically create a voucher

• Enter a return in the Purchasing Receipts window for damaged goods

• Automatically create an adjustment for accounts payable

• Enter a receipt for a partial shipment and do not create a voucher

• Manually complete an order that will not receive remaining quantity

• Complete a drop ship order when inventory is received by the customer

After completing this chapter, students will be able to:

• Understand how to receive goods into inventory in part or in full.

• Understand the procedures used to complete a drop-ship order.

• Understand the procedure for entering returns.

• Enter return transactions.

• Understand the status reports available for receipts.

Chapter 5: Module Integration

This overview chapter introduces you to the Purchasing module of the Microsoft Dynamics SL product and training course, and the windows and processes that are used to complete the accounting cycle in Purchasing.

Also, it is important to note that this chapter is optional and can be skipped at the instructor's discretion if the instructor feels that each student's background provides sufficient experience in these topic areas.

Main Topics

• General Ledger

• Accounts Payable

• Purchase Price Variance

• Reports

Lab:

• Enter a receipt for a Purchase Order in the Accounts Payable Voucher and Adjustment window

After completing this chapter, students will be able to:

• Understand the impact of Receipt/Invoice Entry transactions to General Ledger.

• Understand the relationship between the Purchasing and Accounts Payable modules

• Understand Purchase Price Variances.

Chapter 6: Purchase Order Inquiry and Reports

This chapter examines the inquiry windows and reports that are provided to assist in making purchasing decisions and to track purchasing data. We discuss the process for replenishing inventory based on purchasing report information and how to view inventory quantity and cost information by vendor.

Main Topics

• Printing Purchase Orders

• Reordering

• Purchase Order Information

After completing this chapter, students will be able to:

• View purchasing information using Inquiry windows.

• Retrieve information from the purchasing module using reports.

Chapter 7: Landed Cost Setup

The objective of this chapter is to examine the windows used to set up the Landed Cost function. We discuss the integration of the landed cost module to the other Dynamics SL modules and how landed costs are allocated to inventory items.

Main Topics

• Module Integration Diagram

• Module Implementation Worksheet

• Landed Cost Categories

• IN Setup

• Reason Codes

• Landed Cost Codes

• Vendor Maintenance

After completing this chapter, students will be able to:

• Understand the transaction flow for Landed Costs.

• Complete the Setup process for landed costs.

Chapter 8: Processing Landed Costs

This chapter discusses the points of entry for landed cost transactions. Lean to enter Landed Costs in Receipt Entry or Voucher and Adjustment Entry. We discuss how to process transactions in each of these scenarios.

Main Topics

• Landed Cost Process Flow

• Receipt/Invoice Entry

• Landed Cost Receipt Entry

• Process PO Landed Cost Batches

• Voucher and Adjustment Entry

• Landed Cost Allocation Entry

• Process AP Landed Cost Batches

Lab:

• Enter and allocate a landed cost for sales tax

After completing this chapter, students will be able to:

• Enter Landed Costs in Receipt/Invoice Entry.

• Enter Landed Costs in Voucher and Adjustments.

• Process Landed Cost batches.

Chapter 9: Closing

This chapter teaches you to create a closing checklist to ensure all transactions and activities have been completed for the accounting period, produce appropriate audit trail reports, correct an out of balance condition, and close only the Purchase Order and Accounts Payable modules or all modules for the period. We also discuss the detail retention and deletion options.

Main Topics

• Balance to the General Ledger

• Close for the Month or Year

• Delete Purchasing Detail

• Perform PO Integrity Check

After completing this chapter, students will be able to:

• Understand the timing of closing the Purchasing module with the other Distribution modules.

• Determine the possible cause of out-of-balance conditions between Purchasing and Accounts Payable.

• Use the module integrity check.

Appendix A: Purchasing Setup

Understand the defaults and user options defined in the Purchasing Setup window. Even though these options are typically not changed after the product is implemented, you gain understanding of default values and processes through the settings in this window.

Main Topics

• Purchasing Policies

• Purchasing Setup Checklist

• Module Implementation Worksheet

• PO Setup

After completing this chapter, students will be able to:

• Understand the decisions that need to be made prior to setting up the Purchasing module.

• Define options in the PO Setup window to affect processing.

Appendix B: Sales Tax Maintenance

This chapter discusses the options for tracking Sales Tax. Learn to define taxes and enter updated tax rates. Set default tax IDs for customers/vendors and use taxes in data entry.

This chapter is optional and can be skipped at the instructor's discretion. If the instructor thinks each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Sales Tax Procedures

• Tax Maintenance

• Tax Categories

• Tax Groups

• Assigning Taxes to Customers

• Using Taxes in Data Entry

• Tax Reporting

After completing this chapter, students will be able to:

• Define Sales Taxes.

• Understand Tax Groups.

• Understand Tax Categories.

• Use taxes in data entry.

Appendix C: Terms Maintenance

Define payment terms for vendors/customers. Learn to set up terms with discount options. Multiple installments can be defined using standard frequencies or user defined payment dates and amounts.

This chapter is optional and can be skipped at the instructor's discretion. If the instructor thinks each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Shared Information Terms Maintenance

• Multiple Installments

• Using Multiple Installment Terms

After completing this chapter, students will be able to:

• Define Terms for use in Data Entry.

• Create Multiple Installment Terms.

• Use multiple installment Terms.

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